Administrative Assistant

Job Description

Job Description

The Nursing Education Unit Administrative Assistant provides essential administrative and operational support to the nursing program. This role ensures smooth workflow for faculty, students, and leadership by managing communication, maintaining records, and assisting with academic and clinical operations. The Administrative Assistant upholds confidentiality, accuracy, and efficiency in all responsibilities while supporting the mission and goals of the nursing education unit.

ACCOUNTABILITIES / RESPONSIBILITIES:   

• Assist the Dean, Director of Nursing (DON), Associate Directors, and faculty with daily administrative tasks.
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Assist with general office duties such as filing, scanning, and photocopying.
• Maintain organized and up-to-date student files, academic records, and clinical documentation.
• Enter and update information in the learning management system (e.g., Canvas) and student information systems.
• Track submission of required documents, including immunizations and certifications.
• Prepare course materials, handouts, and documents required for instruction.
• Assist with classroom, laboratory, and skills lab scheduling and logistics.
• Support faculty in communications, resource preparation, and administrative coordination.
• Serve as a primary point of contact for students, faculty, and external partners.
• Distribute official announcements, emails, reminders, and program updates.
• Provide courteous and professional assistance to visitors and callers.
• Assist in tracking clinical eligibility requirements such as background checks, CPR certification, and health records.
• Communicate with clinical partners regarding documents and scheduling as directed by clinical leadership.
• Support the Associate Director for Clinical Learning and Associate Director for Clinical Affiliation with clerical tasks related to clinical operations.
• Collect, organize, and maintain documents required for accreditation reviews and regulatory compliance.
• Assist in preparing reports, audits, and evaluation data.
• Ensure records are complete, accurate, and readily accessible for review.
• Support faculty and leadership in tracking attendance, grades, and academic progress.
• Assist with exam preparation, distribution of materials, and proctoring when needed.
• Assist in organizing program-related events such as orientation, faculty meetings, workshops, and pinning ceremonies.
• Prepare materials, manage RSVPs, and coordinate logistics for events.
• Monitor and maintain office supplies, equipment, and inventory for the nursing education unit.
• Coordinate maintenance requests and ensure a functional work environment.
• Adhere to FERPA regulations and institutional policies governing confidentiality.
• Maintain professionalism in all interactions and ensure sensitive information is protected.

GENERAL EXPECTATIONS:

·       Maintain professionalism and confidentiality.

·       Demonstrate strong organizational skills.

·       Meet deadlines and manage multiple priorities.

Requirements

MINIMUM QUALIFICATIONS:

·       A minimum of Associate Degree is preferred.

·       High School Diploma or GED.

·       Must have extensive computer knowledge: Microsoft Outlook, Excel, Word, and PowerPoint

·       Must have 2-3 years of experience as an administrative assistant.

·       Professional level verbal and written communication skills.

QUALIFICATIONS/SKILLS: (not limited to)

·       Ability to demonstrate clear criminal background history.

·       Ability to work independently with general supervision.

·       Ability to use effective communication skills, both oral and written, including presentations and effective listening skills.

·       Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities in a fast-paced environment.

·       Ability to work with individuals at all levels of the organization.

·       Ability to work collaboratively and maintain effective working relationships with others.

·       Willingness to work a flexible schedule.

·       Ability to travel/drive locally on a weekly, daily and/or on an as needed basis as well as occasional travel to other campuses or locations.

·       Ability to communicate effectively in English, both orally and in writing.

Benefits

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance